OFFICE OF THE CONTROLLER AND ASSISTANT TREASURER
TO: / Members of the University CommunityFROM: / Rosie Henderson, Controller and Assistant Treasurer
SUBJECT: / 2018 Fiscal Year (“FY2018”) Close
DATE: / March 27, 2018
The University’s current fiscal year will conclude on April 30, 2018 (“FY2018”). All financial activity that has occurred between May 1, 2017 and April 30, 2018 must be captured in the FY2018 financial records as a part of the year-end financial reporting process. As stewards of the University, we share the responsibility to ensure all University business is accurately reflected within the appropriate fiscal year. The following table summarizes key dates that require your attention to support the closeoutprocess. Detailed guidance on these critical actions are also located at Thank you for your observance and attention to the key dates.
2018 Key Dates for Year-End Close
DATE / CRITICAL ACTIONMarch 30 / General (fund 11), auxiliary (fund 15) and designated funds (funds 18/19/59) operating budgets due to Budget Office
April 10 / Processing of scholarships for Fall 2017 and Spring 2018 terms end by the Office of Student Financial Assistance
April 11 / Last day to submit an approved and valid Purchase Requisition for guaranteed processing in FY18
April 16 / Exempt leave reports through April 2018 due to Payroll
April 20 / Close out of petty cash funds to Treasury
Notice of pre-payments for goods and services greater than $10,000 on or before April 30 for goods and services to be received in FY19 should be forwarded to General Accounting.
April 23 / First day of reviewing and processing of requisitions submitted for FY19
April 30 / Last business day of the Fiscal Year 2018 (“FY2018”)
Cash receipts must be deposited to the University Cashier by 3:00pm
May 1 / First business day of Fiscal Year 2019 (“FY2019”)
All general, auxiliary, reserve, and endowment payout budgets are uploaded
Goods and services requisitioned using FY19 funds may be received
May 4 / Invoices for FY2018 goods and services due to Accounts Payable
Travel expense reports for any travel or out of pocket reimbursement incurred before April 30 due to Accounts Payable
Corrections to April 2018 leave reports due to Payroll
Procurement Card & Corporate Card reclassifications and approvals must be complete
May 8 / Information on unpaid expenses without invoices due to General Accounting
Last day to submit cost transfer requests to General Accounting and Sponsored Accounting
May 15 / Written requests to carry over FY18 purchase orders may be sent to Procurement
May 31 / Last day to submit written requests to carry over FY18 purchase order to Procurement
Fifty percent (50%) of unspent FY2018 Fund 11 “other direct expense” budgets available in reserve balance
Key Contacts by Area
Area / Name of Contact / Phone / EmailBudget:
- General University Policy, Instructions, and Guidelines
- Provost and Academic Departments (excluding Student Life) and Law School
- Student Life (including Athletics), Enrollment Management, University Advancement, and President’s Office (includes General Counsel and Office of Compliance, University Relations and Public Affairs)
- Finance, Facilities, Human Resources, Technology Services, and Campus Services/Auxiliaries
Allyson Handley
Paula Blackwell
Tom Peters / X6300
X6108
X6283
x6356 /
- Endowment (Fund 31, 51)
Cashier’s Office / Renell Lewis / x6445 /
Enrollment Services / Kevin Woods / X5300 /
General Accounting / Mary RomainLizyKannarkat / x6414
x5013 /
Payroll Office / Phil Harris / x5512 /
Procurement and Payment Services:
- Accounts Payable
- Procurement
- Card Programs (Procurement/Corporate)
YssaRessurreccion
Teresa Chandler / X5854
X6033
X5045 /
Sponsored Accounting / Paul Harrison / x6402 /
Student Financial Assistance / Mindy Schaffer / X6369 /
As always, your engagement and assistance are greatly appreciated. If you have any other questions about the fiscal year-end close and reporting process, please contact the individuals noted above based on your area of concern.
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